E-mailsE-mails

Writing GuideWriting Guide

mgr Anna Waligórska – Kotfas mgr Anna Waligórska – Kotfas PWSZ KoninPWSZ Konin

E-mailE-mail E-mail is the fastest and cheapest way to E-mail is the fastest and cheapest way to

communicate and is one of the most common communicate and is one of the most common forms of communication, especially in business.forms of communication, especially in business.

The purpose of an email may be:The purpose of an email may be: to ask for or send informationto ask for or send information to ask people to do thingsto ask people to do things to give instructions or directionsto give instructions or directions to confirm agreements that you have discussed by to confirm agreements that you have discussed by

phonephone to send longer documents, e.g. reportsto send longer documents, e.g. reports

Personal E-mailPersonal E-mail: : find and correct 10 mistakesfind and correct 10 mistakes (NEF Pre-int.)(NEF Pre-int.)

BusinessBusiness E-mail E-mail::

Language and StyleLanguage and Style keep your e-mail shortkeep your e-mail short use short sentences and simple languageuse short sentences and simple language make sure that all instructions and requests are make sure that all instructions and requests are

politepolite e-mails to senior people or people outside your e-mails to senior people or people outside your

company should be formalcompany should be formal e-mails to colleagues and people in the same e-mails to colleagues and people in the same

company can be semi-formal company can be semi-formal e-mails to team members, as well as to e-mails to team members, as well as to

customers or suppliers that you know well, can customers or suppliers that you know well, can be friendly and informalbe friendly and informal

Business eBusiness e--mail writing tipsmail writing tipsDODO write an informative subject linewrite an informative subject line start with the most important informationstart with the most important information restrict the message to one topic whenever possiblerestrict the message to one topic whenever possible be briefbe brief use the sender’s e-mail as a reference tool by using ‘Reply’ when writing your use the sender’s e-mail as a reference tool by using ‘Reply’ when writing your

message; it’s easier to refer to the original information and/or questions than rewriting message; it’s easier to refer to the original information and/or questions than rewriting the messagethe message

make it easy for the reader to reply yes or no or give a short answer (instead of ‘Let make it easy for the reader to reply yes or no or give a short answer (instead of ‘Let me know what you think.’ write: ‘Is Monday or Wednesday at 2pm best for you?’)me know what you think.’ write: ‘Is Monday or Wednesday at 2pm best for you?’)

make it easy to read, combine Upper & lowercase, use space and legible fontmake it easy to read, combine Upper & lowercase, use space and legible font proofreadproofread wait a moment before pressing 'send‘wait a moment before pressing 'send‘ (!) (!) make yourself look good online because your email can be forwarded to anyone or make yourself look good online because your email can be forwarded to anyone or

everyone else in the company or anywhereeveryone else in the company or anywhere

Business Writing: what works, what won'tBusiness Writing: what works, what won't by Wilma Davidson by Wilma Davidson

How To Write ItHow To Write It by Sandra E. Lamb by Sandra E. Lamb

Business eBusiness e--mail writing tipsmail writing tips

DON'T DON'T

don't leave subject line blankdon't leave subject line blank don't use email if the message needs to be private or secure don't use email if the message needs to be private or secure

(maybe the company has a policy on this)(maybe the company has a policy on this) don't use all capital lettersdon't use all capital letters don't send an email you wouldn't want anyone else to read, it's too don't send an email you wouldn't want anyone else to read, it's too

easy to forwardeasy to forward don't forward a message without a brief comment why you're don't forward a message without a brief comment why you're

forwarding itforwarding it don't overrun emails with smiley faces or other emoticonsdon't overrun emails with smiley faces or other emoticons don't send without checking for mistakesdon't send without checking for mistakes

Business Writing: what works, what won'tBusiness Writing: what works, what won't by Wilma Davidson by Wilma Davidson

How To Write ItHow To Write It by Sandra E. Lamb by Sandra E. Lamb

Useful Tip: Useful Tip: What should a professional email What should a professional email address look like?address look like?

Which e-mail address seems to beWhich e-mail address seems to be better? better?

j.doe@j.doe@yahooyahoo.com .com sexykitten69@gmail.comsexykitten69@gmail.com

Useful Tip: Useful Tip: What should a professional email What should a professional email address look like?address look like?

Avoid references to race, creed, gender, religion, or Avoid references to race, creed, gender, religion, or particularly wild things in your usernameparticularly wild things in your username::john.smith.programmer479john.smith.programmer479@email.com@email.com is better than is better than wwildandcrazysaturdaynightspecialildandcrazysaturdaynightspecial@email.com@email.com

Avoid very long, typo-prone casesAvoid very long, typo-prone cases::II (L) / (L) / ll (i) / 1 or o / O / 0 (i) / 1 or o / O / 0 are easily confusable with each are easily confusable with each otherother..

Try to pick up an address which includes your real Try to pick up an address which includes your real namename::keep it easy to read, easy to type and non-offensive. keep it easy to read, easy to type and non-offensive.

CCheck your email oftenheck your email often

Handouts & MaterialsHandouts & Materials IB Pre-int. Skills Writing 2IB Pre-int. Skills Writing 2

IB Intermediate Skills Writing 1IB Intermediate Skills Writing 1

IC Elementary DVD Correspondence 5, 6IC Elementary DVD Correspondence 5, 6

IC Pre-int. SB Correspondence p. 38IC Pre-int. SB Correspondence p. 38

IC Pre-int. DVD Correspondence 4 IC Pre-int. DVD Correspondence 4 (optional 5, 6 – more (optional 5, 6 – more

difficult)difficult)

IC Elem. 4: Replies to e-mails AIC Elem. 4: Replies to e-mails A

Dear MikeDear Mike

Thanks for your message.Thanks for your message.I’m sorry there is a problem with the file. I’m sorry there is a problem with the file. I attach a new file in Acrobat format.I attach a new file in Acrobat format.

Please let me know if you have any more Please let me know if you have any more problems.problems.

Best wishes,Best wishes,JohnJohn

IC Elem. 4: Replies to e-mailsIC Elem. 4: Replies to e-mails B B

Dear PaulaDear Paula

Thank you for your message.Thank you for your message.Unfortunately there is a problem with the flights. Unfortunately there is a problem with the flights. I have a meeting in Berlin the next day. Is it I have a meeting in Berlin the next day. Is it possible to return on the 6th December in the possible to return on the 6th December in the afternoon? afternoon?

Please let me know as soon as possible.Please let me know as soon as possible.

All the best,All the best,SusanaSusana